HR Action Requests for additional compensation are recorded in the Human Resources system centrally by Payroll Services. One-time payments are loaded systematically during payroll processing directly to employee paychecks. Recurring payments are recorded manually by Payroll Services team members.
Regardless of how requests are recorded in the Human Resources system, your process as a Service Center user begins and ends in the HR Action Request application. Once a request for additional compensation is approved, you will have an opportunity to update the request details before marking the request ready to be sent to the employee's paycheck.
Consult with your assigned OHR Compensation representative before initiating an HRA for additional pay for staff, particularly supplemental compensation and bonuses. Your OHR Compensation representative may also advise you to add them as an ad hoc approver.
The deadline for checking Send to Paycheck is the same for both one-time and recurring payments but varies by pay frequency:
For biweekly employees, the deadline is 10AM the day of the eTimesheet file load.
For monthly employees, the deadline is 10AM the day of the eLeave file load.
For the specific deadline date for a pay period, review the payroll calendar.
Additional approvals may be required for specific payment conditions:
- Bonus payments > $1,000 require approval using the Salary Adjustment and Reclassification Request for Approval form.
- Supplemental compensation may not exceed 20% of the employee’s annual salary within the AMCP year without Compensation approval.
- Off duty pay must follow the Faculty Compensation policy; contact OAA for assistance.
The steps below begin after you have determined that a request includes additional pay.
1. Select Additional Pay as the Service Center Action.
If the request is initiated as a Pay Additional Compensation request, the details of the approved request will be copied into the Service Center Action row. The copied information is editable. It is recommended to leave a comment when changing the information that populates from the approved request.
2. Review, update, and complete the details of the additional pay.
If an update is made to the Additional Pay action row that affects the total amount or the funding (ChartField) information, the name of the user and the date/time the change was made will be recorded. An audit link will be added to the request so this information can be reviewed.
- (One Payment) or Begin/End Date (Multiple/Recurring Payments)
One-time payment selection will populate with an effective date, eligible earnings code based on the employee’s appointment type, total amount, and ChartField details. This information will populate based on the HRA request, but can be overridden.
Multiple/recurring payments will populate with a begin and end date, earnings code based on the employee’s appointment type, amount per pay period, and chartfield details.
If the begin and end date fall within the same month, i.e. May 1st through May 31st, this is considered “one payment”. “One payment” type must be selected before sending to paycheck. Please note that by selecting “one payment”, all information previously recorded will need to be re-recorded into the provided fields.
- Earnings Code*
- Total Amount and/or Total Hours and Hourly Rate (varies based on the Earnings Code selected)
Biweekly employees must track hours worked in eTimesheet, including time associated with additional pay. Additional payments for non-exempt staff based on work performed must include number of hours worked and hourly rate (i.e. Differential Pay, Additional Pay, On-Call Pay, etc.). Non-exempt staff are not eligible for the Supplemental Compensation payment type / earnings code.
- ChartField information
There are unexpected results that can occur during the additional pay expense distribution process. The payment to the employee will not be affected. Be sure to review the ChartField and refer to the Additional Pay Distribution Process job aid for details on identifying possible issues and preventing direct retro distributions for additional pay.
If you don’t know the correct Account, you can use the Account from the employee’s department budget table record. There is an account swap process that runs in the Human Resources system that will ensure the correct account is used for additional pay.
3. Confirm that the request details in the Additional Pay activity row is correct and ready to be paid.
If the total amount of the approved request is different from the grand total in the Service Center Activity section, comments will be required when Send to Paycheck is checked. Note that the request will be able to be saved without comments but not sent to paycheck.
An Account is required before Send to Paycheck can be checked.
4. Check Send to Paycheck.
There may be other information and actions to be recorded to completely process the request. None of these will affect the processing of the Additional Pay row including the Activity Status and overall Request Status. So go ahead and change the Status to COMPLETE right away, if that is your usual process. As long as you save the request before exiting, the additional pay will be processed.
5. Save the request.
What's next for one-time payments?
There will be no change to the request that is apparent immediately but the request marked Send to Paycheck will automatically be loaded to the employee’s paycheck during the payroll processing for the appropriate pay period based on the effective date. All requests marked Send to Paycheck will be processed regardless of if the request is marked complete or not. The one-time payment additional pay action row will be active and can be updated until the request is picked up during payroll processing.
After the payment is loaded to the employee’s paycheck, the Send to Paycheck checkbox will be inactive and a note will be added indicating the day and time the row was processed.
What's next for recurring payments?
As soon as a recurring payment request is marked Send to Paycheck and saved, it is added to Payroll Service’s worklist and the action row is inactive and cannot be updated. If Payroll Services unchecks Send to Paycheck, the request is removed from the Payroll Services worklist, and the Service Center action row will be active and can be edited. Checking Send to Paycheck again will inactivate the action row and place the request back on the Payroll Services worklist.
After Payroll Services records the recurring request in the Human Resources system and updates HRA, a Payroll Action Taken checkbox will be displayed. The checkbox will be checked and inactive.